Executive Assistant
Executive Assistant
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Job Description
Our client in Miami FL is seeking an accomplished Executive Assistant to provide highlevel administrative support to the Principal ensuring smooth daytoday operations and efficient management of key responsibilities. This role centers around overseeing the Principals professional schedule coordinating communications and facilitating seamless workflows.
The ideal candidate brings experience supporting senior executives demonstrating a high degree of professionalism attention to detail and discretion. A proactive mindset strong organizational skills and adaptability are essential. Success in this role requires oncall availability with flexibility to respond to changing needs as they arise. This role requires excellent communication abilities a collaborative spirit and a positive solutionsoriented approach to any challenge.
Role is Miamibased and inperson Monday through Friday with 24/7 accessibility during early mornings late evenings and weekends.
Responsibilities:
Calendar Management
Manage the Principals calendar with precision scheduling appointments and factoring in travel time between destinations for optimal efficiency (e.g. coordinating with domestic staff and providing realtime reminders to ensure Principal is on time)
Manage the Principals childrens schedules including keeping track of school events (e.g. parentteacher conferences school holidays important dates such as exams or report card days) organizing tutors and extracurricular activities (e.g. coordinate schedules with tutors/trainers/coaches etc.
Coordinate with relevant parties to ensure smooth transitions between meetings and personal engagements.
Summarizing Emails and Managing Invites
Summarize emails highlighting key points for the Principals attention and ensuring action items are noted (e.g. flag priority items in realtime throughout the day summarize remaining emails end of day into concise 1page summary for Principals review daily)
Handle invites and scheduling requests ensuring alignment with the Principals priorities and preferences (e.g. ensure all invites are accurately reflected in the Principals electronic and printed calendars daily coordinate with Principals husbands office on social engagements and kids schedules)
Follow up on outstanding tasks to ensure timely completion.
Logistics
Coordinate travel logistics including flights accommodations and ground transportation as well as communication with drivers pilots and home staff.
Plan seamless commutes managing scheduling and handoffs between destinations.
Proactively address any logistical challenges and develop solutions to maintain smooth operations.
Marketing & Purchasing
Work closely with principals to create branded apparel and gifts for limited partners and visiting teams owners at sporting events and investor meetings/conferences
Maintain an inventory of identified items at principals residences
Implement swag program across ecosystem
Manage personalized giftgiving at holidays and other special occasions
Perform administrative duties related to the above
Develop relationships with vendors
Maintain a database for sourcing and collecting information
Manage event logistics including venue selection vendor coordination budget management and promotional activities/gifts
Oversee event registration guest lists and communication with attendees
Provide postevent reports with insights and recommendations for improvement
General Responsibilities
Provide comprehensive administrative support including personal errands such as dry cleaning and managing meals.
Anticipate the Principals needs identify challenges and develop effective solutions in a timely manner.
Demonstrate a proactive approach to followup ensuring prompt and accurate completion of tasks and action items
Maintain strong communication with internal and external stakeholders to support daily operations.
Collaborate with the Mrs office on familyrelated matters and ensure clear communication.
Exercise discretion and independent judgment when handling sensitive information.
Uphold confidentiality and professionalism in all interactions
Qualifications:
Excellent calendar management skills including coordination of meetings/calls/events
Strong knowledge of MS Office including Word Excel PowerPoint and Outlook.
Ability to work independently high attention to details and strong organizational skills
Commitment to provide adhoc weekend support and to be oncall outside of traditional business hours
Selfstarter attitude with excellent anticipation skills problemsolving and follow up
Strong track record and demonstrated commitment to upholding our core values of excellence teamwork stewardship integrity and respect
Compensation:
$125000 $150000...if you are more junior you will be at the lower end of this range and the more years of experience you have you will be on the higher end of the pay range.
Health Benefits
Employment Type
Full Time
